We attribute considerable importance to data protection. The collection and processing of your personal data is carried out in observance of the valid data protection provisions, in particular the EU General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (FDPA).
According to Art. 4(2) of the GDPR the legislator understands to mean the term ‘processing’ the collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination erasure or destruction related to personal data
In accordance with Art. 13 and 14 of the GDPR we inform you about the processing of personal data which we have collected or will be collected from you within the framework of the application procedure and the organisational procedure of the Dr. Liselotte Kirchner Scholarship of the Francke Foundations.
1. Name and Contact Details of the Controller Responsible Under Data Protection Law
Franckeplatz 1, Haus 37
represented by their director Prof. Dr. Thomas Müller-Bahlke
Telephone: 0345 2127-400
Fax: 0345 2127-433
The Francke Foundations are a foundation under public law, registered in the foundation register of the federal state of Saxony-Anhalt.
Name and Contact Details of the Data Protection Officer
Franckeplatz 1, Haus 37
Dr. Jürgen Gröschl
If you have any questions on the protection of data at the Francke Foundations or on your rights, please contact our data protection officer.
2. What categories of personal data do we process?
The following personal data may be collected and processed by us in preparation for and during your scholarship stay:
- First name and surname
- Academic degree/title
- Date of birth
- Name and location of the institution/organization etc. you represent
- Postal address
- Telephone number
- Email address
- Research topic
- Advisor/assessor/exhibitor of references
- Bank details
3. For what purposes and on what legal basis do we process personal data?
We use your data for the following purposes:
- To select suitable applicants for the Dr. Liselotte Kirchner Scholarship, to conclude contracts within the framework of the scholarship and to document the selection procedure. The legal basis for this is Art. 6(1) points b and f GDPR. The legitimate interest of the Francke Foundations is the statutory implementation of the scholarship, in particular the further development of research on the history of the Francke Foundations on the basis of their source collections.
- For the announcement of the lectures of the scholarship holders in the scientific colloquium on the website, in social media and press releases of the Francke Foundations as well as on a poster and a flyer. The legal basis for this is Art. 6 (1) points a and f GDPR. The legitimate interest of the Francke Foundations consists in the statutory public relations work for information about the scientific work of the Francke Foundations.
- To document the research work carried out during the fellowship period in a research report, including a short presentation of the research project on the website of the Francke Foundations. The legal basis for this is Art. 6 (1) points a and f GDPR. The legitimate interest of the Francke Foundations lies in their statutory public relations work to provide information on the scientific work of the Francke Foundations and their documentation in order to fulfil their accountability and other duties of proof.
- To conclude a contract for the rental of guest apartments of the Francke Foundations. The legal basis is Art. 6 (1) point b DSGVO.
4. What categories of data recipients are there?
The members of the selection committee have access to the data collected in the course of the application procedure and, if your application is accepted, the employees of the Accounting Department. For the internal documentation of the research reports, your data will be processed by the head and the staff of the Research Department responsible for this. The data collected on the use of the source holdings in the archive and library are transmitted to the head of the department and the staff of the Study Centre who are responsible for the organisation of the use of the holdings. The data processed within the framework of public relations work are made available to the staff of the Communications/Events Department and, through press releases, to the editorial offices of the print and social media of the City of Halle. The information provided via public notices and the website of the Francke Foundations is addressed to the interested scientific and non-scientific public. When concluding a rental agreement for a guest apartment, your data will be passed on to the administrative management and the accounting staff of the Francke Foundations.
5. Are the data intended to be transmitted to third countries?
Your data will not be transmitted to any country outside the European Union.
6. How long will your data be retained?
Your personal data will be erased as soon as the purpose for which it was saved no longer applies. We erase data collected for the purpose of proving permission 3 years after the end of the processing work for which the permission was granted according to Section 31 of the German Act on Regulatory Offences (OWiG).
If your application for a research grant is accepted, your data will be stored until the end of your fellowship. In the event of rejection, your data will be deleted immediately. If you have given your consent, your data may also be stored for a longer period of time.
The data provided for the announcements of your scholarship presentation on flyers and posters will be permanently archived by one media copy each. All other posters and flyers will be destroyed after the presentation of the presentation or at the end of the calendar year. The announcement on the website and in the social media of the Francke Foundations will be placed offline or deleted after the event. If information was forwarded to print and social media of the city of Halle in press releases, the data protection declarations of these media apply to the periods of erasure.
Your data processed for the documentation of your scholarship stay will be permanently stored on the basis of your declaration of consent.
Rental contracts for guest apartments will be kept for 10 years.
7. Which rights do you have?
In accordance with applicable law, you have various rights concerning your personal data. If you would like to assert your rights, please direct your enquiry by email or by post to the data protection officer named above and clearly identify yourself. Please find an overview of your rights below.
7.1 Right of Access of the Data Subject Pursuant to Art. 15 GDPR and Section 34 FDPA
You have the right to obtain from us confirmation as to whether or not personal data concerning you is processed. You may obtain free information from us about the personal data on your identity we store. This includes information about the purposes of processing, the categories of personal data concerned, the recipients or categories of recipient to whom the personal data has been or will be disclosed, and, where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period.
7.2 Right to Rectification acc. to Art. 16 of the GDPR
You have the right to request us to immediately rectify inaccurate personal data concerning you. Taking the purposes of processing under consideration in this context, you have the right to have incomplete personal data completed, including by means of providing a supplementary statement.
7.3 Right to Erasure acc. to Art. 17 of the GDPR and Section 35 FDPA
You have the right to obtain from us the erasure of personal data concerning you without undue delay where one of the following grounds applies and processing is not necessary:
- The purpose for which personal data was processed has ceased to apply.
- You withdraw your consent on which the processing is based and there is no other legal ground for the processing.
- You object to the processing on grounds relating to a particular situation pursuant to Art. 21(1) of the GDPR and there are no overriding legitimate grounds for the processing.
- The personal data has been unlawfully processed.
- The erasure of personal data is required in order to fulfil a legal obligation under EU law or the law of the EU member states to which we are subject.
7.4 Right to Restriction of Processing acc. to Art. 18 of the GDPR
You have the right to obtain from us restriction of processing where one of the following applies:
- The accuracy of the personal data is contested by you, for a period enabling us to verify the accuracy of the personal data.
- The processing is unlawful and you oppose the erasure of the personal data and request the restriction of its use instead.
- We no longer need the personal data for the purposes of the processing, but it is required by you for the establishment, exercise or defence of legal claims.
- You have objected to processing pursuant to Art. 21(1) of the GDPR pending the verification whether our legitimate grounds override yours.
7.5 Right to Data Portability acc. to Art. 20 of the GDPR
Acc. to Art. 20 of the GDPR, you have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format. Moreover, you have the right to transmit such data to another controller without hindrance from us where the processing is based on consent pursuant to point (a) of Art. 6(1) of the GDPR or point (a) of Art. 9(2) of the GDPR or on a contract pursuant to point (b) of Art. 6(1) of the GDPR and the processing is carried out by automated means, unless processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. Furthermore, when exercising your right to data portability according to Art. 20(1) of the GDPR, you have the right to have the personal data transmitted directly from one controller to another, where technically feasible and where this does not adversely affect the rights and freedoms of others.
7.6 Right to Object acc. to Art. 21 of the GDPR
You have the right to object, on grounds relating to a particular situation, at any time to processing of personal data concerning you which is necessary due to a legitimate interest on our part or to perform a task carried out for reasons of public interest or for the exercise of official authority.
If you make use of your right, we will no longer process your personal data, unless we are able to demonstrate compelling legitimate grounds for processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.
7.7 Right to Withdraw Consent Given Under Data Protection Law
If you have given us consent, you have the right to withdraw your consent at any time. In this case, any data processing performed by us until such withdrawal will remain lawful. You can send us a message to firstname.lastname@example.org in that regard.
7.8 Right to Lodge a Complaint with a Supervisory Authority acc. to Art. 77 of the GDPR
You have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement if you believe that the processing of personal data relating to you infringes applicable law.
Nevertheless, we would appreciate it if you could contact us before doing so.
The supervisory authority in charge for us is:
Landesbeauftragter für den Datenschutz Sachsen-Anhalt
Telephone: +49 (0)391 81803-0
Fax: +49 (0)391 81803-33
8. Is it Necessary to Provide my Personal Data?
The provision of your personal data is not mandatory. However, an application cannot be accepted without providing the above-mentioned data necessary for the implementation of the scholarship.
9. Is Automated Decision-Making incl. Profiling applied?
We do not apply automated decision-making incl. profiling (Art. 22 of the GDPR).
Halle, 03. September 2019
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